COM 0210.006 2004-2006 - Laserfiche WebLink

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May 16, 2005 The Honorable Stacy Higa and Council Members Page 2 • Evaluation committee met five times over several months to review and analyze proposals o Where necessary, additional information was requested and received from offerors • Evaluation committee reluctantly concluded that it was in the best interests of the County of Hawaii to cancel the RFP o Cancellation is allowed by the Procurement Code, §103D-308, HRS o The evaluation committee found nothing in the proposals submitted that made it, in its opinion, in the best interests of the County to proceed to further negotiations and possible issuance of a contract o Cancellation was chosen for the benefit of the offerors who presented proposals o When an RFP is cancelled, proposals remain confidential o Letters informing offerors of cancellation of the RFP were sent by Purchasing Agent Bill Gray on Apri128, 2005 o According to Corporation Counsel, a cancellation is final and cannot be rescinded • An Executive Session was held on April 20, 2005. At that time, guidelines were discussed and supported by Council on future actions to be taken in achieving their goals. Finance Committee Meeting, May 17, 2005 • Because the RFP was cancelled and information received remains confidential, any discussion about what was included or not included in the proposals received is to be conducted in executive session rather than in an open meeting. • On the advice of Corporation Counsel, we are unable to publicly discuss the proposals, their strengths or shortcomings, at the Finance Committee meeting on May 17. o This restriction applies even if an offeror wants to publicly discuss its proposal. o The offerors can disclose any information they want, but the County cannot respond in open session. • There is an executive session on this topic scheduled for Wednesday, May 18, where information about the proposals and the evaluations can be discussed, with the understanding that privileged information disclosed in the executive session must remain confidential. Please understand that this is done only to comply with legal restrictions in the Procurement Code and to protect the interests of the companies that submitted proposals.